Managing Members

Overview

Owners and Admins manage team membership from Settings → Team. This page shows all current members, their roles, and provides controls for updating or removing access.

Viewing Your Team

The Settings → Team page displays:

• A list of all active members with their name, email, and current role
• A count of seats used versus seats available on your plan
• A separate section for pending invitations
• A filter to view members by role

Use the search field to find a specific member by name or email when your team is large.

Changing a Member's Role

1. Go to Settings → Team
2. Find the member in the list
3. Click the role badge or dropdown next to their name
4. Select the new role
5. Confirm the change

Role changes take effect immediately. The member gains or loses capabilities according to their new role on their next page load.

Important Considerations

• You can promote a Viewer to Editor only if you have available Editor seats on your plan
• Demoting an Editor to Viewer frees up an Editor seat
• Only the Owner can promote someone to Admin
• Admins cannot change the Owner's role

For seat limits per plan, see Plans Overview.

Removing a Member

1. Go to Settings → Team
2. Find the member you want to remove
3. Click the ⋯ menu next to their name
4. Select Remove from workspace
5. Confirm the removal

What Happens to Their Contributions

When you remove a member:

• Pages and content they created remain in the workspace — nothing is deleted
• Their name still appears in page history and activity logs as the original author
• Any pages they were the sole editor of remain accessible to other members with appropriate permissions
• Their personal account continues to exist, but they lose all access to your workspace

Removal is immediate. The person cannot access any workspace content, including through the AI Knowledge Agent or connected platform apps.

Removing a Synced User

Synced users who access Kowiki through Slack or Microsoft Teams are managed through the integration. To remove a synced user's access:

1. Remove their linked account from Settings → Team if they have one
2. Revoke their access in the connected platform's app settings

Synced users without a direct Kowiki account automatically lose access when the integration is disconnected.

Transferring Ownership

Only the current Owner can transfer ownership. This is an irreversible action (though the new Owner can transfer it back).

1. Go to Settings → Team
2. Find the member you want to make Owner (they must already be an Admin)
3. Click the ⋯ menu next to their name
4. Select Transfer Ownership
5. Confirm by entering your password

After the transfer:

• The selected Admin becomes the new Owner
• You are reassigned to the Admin role
• Billing responsibility moves to the new Owner
• All other members and permissions remain unchanged

Before You Transfer

• Ensure the new Owner has access to the billing email
• Communicate the change to your team
• The new Owner should verify they can access Settings → Billing after the transfer

Handling Departed Team Members

When someone leaves your organization:

1. Remove them promptly — Go to Settings → Team and remove their account to revoke access immediately
2. Review their content — Their pages remain intact, but you may want to reassign ownership for ongoing maintenance
3. Check section permissions — If they were listed as a specific user in any section permission rules, their entry is automatically removed
4. Revoke platform access — If they used Slack or Microsoft Teams to access Kowiki, ensure they are removed from the connected workspace as well

A removed member's content does not require reassignment to remain visible. Other Editors and Admins can continue editing pages originally created by the departed member.

Tips

• Audit your team list quarterly to remove inactive members and free up seats
• Use the role filter to identify members who may need a role adjustment
• Promote an Editor to Admin before transferring ownership — only Admins can receive ownership
• Document your team's role assignments in a shared page so everyone knows who to contact for admin tasks

For workspace-level settings beyond team management, see Workspace Settings.